I see cameras in several public places at work, such as in the kitchen, so I am wondering if my employer is also monitoring my computer or my entry and exit times. Is this common practice? – Diane
Electronic surveillance is omnipresent in our lives and workplaces are no exception. Indeed, organizations use several surveillance tools, such as cameras, to protect their facilities and thus ensure the safety of property and people.
However, like Diane, many employees are concerned about this surveillance, particularly when it is present in common areas such as the break room or cafeteria. These concerns are also exacerbated by telework, which has removed employees from the workplace and therefore from some surveillance. As a result, returning to monitored spaces can seem restrictive for some, who even come to wonder if this surveillance extends to their computer use or their entry and exit times, or even to other aspects of their work life. While employers have valid reasons for exercising some surveillance of employees, it should not infringe on privacy or create a climate of mistrust.
The balance between security and trust
In a professional context, employers have a duty to provide a safe environment for their employees. In addition, they also have obligations to their landlords, insurers and other stakeholders. It is usually with this in mind that cameras are installed to monitor specific areas such as entrances and exits, storage areas and archive areas. The purpose of the cameras is in particular to prevent theft, intrusions or accidents. In Diane’s organization, the cameras in the kitchen are probably intended to protect employees and property, since the kitchen is a transition point between several areas. However, the installation of the cameras must not be intrusive, that is, the employer must not use them to observe a specific employee or to record conversations. An employer who would monitor his employees “live” using cameras must have a reasonable doubt that reprehensible behaviour – theft, vandalism, harassment, etc. – is taking place. Moreover, capturing audio recordings without prior consent could constitute an invasion of privacy and thus be considered an abusive practice.
What about working hours? It is common for an employer to check the entry and exit times of its employees using a time clock or access cards to verify punctuality and compliance with schedules. Although this may seem intrusive, the number of hours worked, more or less flexible depending on the environment, is at the very heart of the employment contract… This practice can also prevent potential abuses such as absenteeism and time theft.
As for computer use, it should be remembered that computer equipment provided to employees, including cell phones, remains the property of the organization. As the owner of this property, the employer can exercise some control over this equipment, or at least restrict its use. This inevitably includes tracking websites visited and software downloaded, automatically checking emails sent, etc. This form of monitoring is generally intended to prevent leaks of confidential information or inappropriate use of tools for personal purposes. Be aware that if your employer suspects reprehensible behavior, he or she can then legitimately use your work tools to support his or her evidence.
If you feel like you are being spied on or monitored, discuss it openly with your manager. Feelings of surveillance can be a major source of stress and negatively impact the work environment. This discussion will help clarify expectations on both sides and establish a better understanding of your organization’s surveillance policies. The trusting relationship between you and your manager plays a crucial role in your overall perception of surveillance. The more openly you can be about how you feel about surveillance, the more you can help allay your fears.
Are you Diane’s employer?
Monitoring can be motivated by several reasons, such as combating absenteeism, preventing theft of property or time, protecting data, or as a deterrent against harassment. Teleworking has also posed new challenges for employers in terms of productivity management. Some may have been tempted to monitor their employees more closely to ensure that they are complying with their obligations, even remotely. However, caution must be exercised in order not to damage the bond of trust with employees and avoid potential legal problems, not to mention reputational risks in these times when everything ends up on the web very quickly.
Monitoring measures must be accompanied by a clear organizational policy, communicated to all and applied transparently. It is your responsibility to ensure that everything is done to ensure that employees are aware of these policies (documentation upon hiring, posting on the intranet portal, etc.).
Managers’ expectations also need to be defined and communicated, and this should be in line with the management philosophy advocated by the organization and its senior leaders. Requirements for online or in-office hours and the timeliness of responding to emails outside of regular business hours are all factors that can drive the perception of increased surveillance among employees.
Smile, you’re on camera!
I hope you are now a little more reassured, Diane. Keep in mind that your employer must comply with privacy legislation when it comes to surveillance and cannot override your rights. Also, remember that the cameras are also in place to ensure your safety and that of your colleagues. By behaving in a manner that respects the expectations established with your manager, surveillance should not be a source of concern for you.